Administrative Assistant (MindBody Specialist)

Schedule: Monday to Friday, flexible hours between 8:00 AM – 5:00 PM (Sydney time)Total Weekly Hours: 20 hoursAre you a highly organized, tech-savvy professional with experience in administration or virtual assistance? Our client is looking for a skilled Administrative Assistant with at least 2 years of experience and hands-on expertise in MindBody (MBO) software, including reporting. If you thrive at managing multiple inboxes, staying detail-oriented, and communicating clearly, this role is for you. Experience with SharePoint, Teams, Canva, or the fitness industry is a plus. Apply today to help streamline club operations!ResponsibilitiesMindBody Software AdministrationTroubleshoot booking or account issues for clientsSet up, update, and manage classes and crèche schedulesProcess membership upgrades, suspensions, cancellations, and refunds as directedGenerate low attendance reports and send follow-up emails/SMS to clientsMonitor members coming off suspension and send appropriate communicationMonitor and retry failed payments, resolve billing issues, and track negative balancesProcess late cancellation and no-show fees, and resolve unpaid classesMaintain accurate client profiles, including notes and updatesCompile and submit weekly/monthly KPI and crèche hours reportsCoordinate with MindBody support for escalated technical issuesInbox & Communication SupportManage general inboxes across multiple franchise email accountsRespond to enquiries using tone-consistent, brand-aligned templatesEscalate sensitive or urgent issues to franchise ownersSupport communication campaigns such as milestones, expiring passes, birthdays, events, newsletters, etc.Lead ManagementSend welcome emails/SMS to new leads (via MessengerAi or templates)Manage nurture emails/SMS to leads and trials using templated messagesFollow up with no-show trials or unconverted leadsSupport testimonial collection and end-of-month flash sales campaignsAdmin SupportMaintain instructor timetables and staff rostersUpload class updates or promotions to websites (via TwoTaps)Assist with lead trackers and onboarding checklistsPrepare standard monthly KPI summaries for franchisee check-insFormat and manage admin templates (e.g., cancellation forms, welcome documents)This role reports to two individuals.RequirementsMinimum 2 years of experience in administrative or VA rolesHands-on experience with MindBody (MBO) software, including reporting — requiredExcellent written and verbal communication skills in a clear, brand-aligned toneStrong organizational skills and attention to detailAbility to manage multiple inboxes and club-specific workflows simultaneouslyProficiency with digital tools such as SharePoint, Teams, Canva (preferred)Prior experience in the fitness or service-based industry (a plus)Independent Contractor PerksPermanent work-from-home arrangementImmediate hiringReminderApply directly to the link provided; you will be redirected to BruntWork’s Career Site. You must apply using the said link to complete the initial requirements, which include pre-screening assessment questions, a technical check of your computer, and a voice recording. APPLICATIONS WITH COMPLETE REQUIREMENTS WILL BE PRIORITIZED.ZR_27742_JOB